# file grounded email reply
## Metadata

- Canonical URL: https://6ducklearn.com/skills/file-grounded-email-reply/
- Markdown URL: https://6ducklearn.com/skills/file-grounded-email-reply/index.md
- Product: skills
- Category: productivity
- Tags: curated, google-workspace, email, gmail, inbox
- Updated: 2026-07-14T03:00:00.357428+00:00
## Summary
Use this when you need to reply to an email and have a Google Drive document that contains the relevant data, proposal, or initiative details. Trigger when someone says: 'draft a reply using my doc', 'respond using the [filename]', 'write an email referencing our proposal', or 'reply with context from a file'.
## Content
> **Attribution:** Prepared by 6DuckLearn. Inspired by [Google Workspace with Gemini Prompting Guide 101 (2025)](https://workspace.google.com).

## When to use this

You've received an email about a project, initiative, or proposal — and the best reply requires pulling in real data from a document you already have in Drive. Instead of copy-pasting, let Gemini read the file and draft the reply.

## What you'll get

A full draft reply that weaves in specific details from your Drive document, personalised to the email you're responding to. Ready to review, refine, and send.

## Prompt template

Use this in **Gemini in Gmail** (open the email you're replying to, then open the Gemini side panel):

```
Generate a response to this email and use @[filename] to describe how [your initiative or topic] can complement the workstream outlined in [colleague's name or their proposal].
```

**Fill in the variables:**
- `@[filename]` — type `@` and start typing the Drive file name; Gemini will autocomplete it
- `[your initiative or topic]` — the project, proposal, or idea you want to highlight
- `[colleague's name or their proposal]` — what they described in their email (e.g. "Marcus's Q3 go-to-market plan")

## Customisation tips

- Multiple files: Tag more than one file — *"use @[Strategy Doc] and @[Project Proposal]"*
- Specify tone: Add *"Keep the tone collaborative and concise"* or *"Use a formal executive tone"*
- After drafting, click **Refine → Shorten** to tighten it, or **Formalize** if it's going to senior leadership
- Works best when the Drive file is a Google Doc or Sheet — PDFs work but may need to be shared first

## Iteration suggestions

After Gemini drafts the reply:
1. **Tone too long?** → Click **Refine → Shorten** in the Gmail side panel
2. **Needs to be more formal?** → Click **Refine → Formalize**
3. **Want to add a commitment?** → use `email-acknowledge-commit` pattern to add a deadline commitment at the end

## Related skills in this workflow

| Step | Skill | What it does |
|------|-------|--------------|
| 1 | `inbox-catch-up-summary` | Summarise emails from a sender after time away |
| 2 | `email-thread-action-items` | Extract action items and deadlines from a thread |
| 3 → You are here | `file-grounded-email-reply` | Draft a reply grounded in a Drive file |
| 4 | `email-acknowledge-commit` | Send a quick acknowledgement with a commitment |

## Related Skills

- [email acknowledge commit](https://6ducklearn.com/skills/email-acknowledge-commit/index.md): Use this when you need to send a quick, professional reply that confirms receipt of an email and commits to a specific action by a deadline. Trigger when someone says: 'acknowledge this email', 'reply that I received it', 'confirm I'll take action', or 'send a holding reply'.
- [email thread action items](https://6ducklearn.com/skills/email-thread-action-items/index.md): Use this when you're looking at a long email thread and need to know what tasks, deadlines, and owners came out of it — without reading every reply. Trigger when someone says: 'extract action items', 'what are the next steps in this thread', 'summarise this email chain', or 'what's due from this email'.
- [inbox catch up summary](https://6ducklearn.com/skills/inbox-catch-up-summary/index.md): Use this when you return from vacation, a long weekend, or any absence and need to quickly understand what a specific sender has emailed you. Trigger when someone says: 'catch up on emails', 'summarise my inbox', 'what did [person] send', or 'I've been away'.
- [board meeting confirmation email](https://6ducklearn.com/skills/board-meeting-confirmation-email/index.md): Use this when an executive needs to confirm attendance at a board meeting and request an agenda change — drafted and sent from Gmail with a single prompt. Trigger when someone says: 'confirm board meeting', 'reply to board invite', 'adjust board agenda', or 'add item to board agenda'.
- [daily briefing notebooklm](https://6ducklearn.com/skills/daily-briefing-notebooklm/index.md): Use this when an executive wants a hands-free audio summary of their day's key documents, reports, and schedule — ideal for commutes or pre-meeting prep. Trigger when someone says: 'morning briefing', 'commute briefing', 'audio summary of my reports', 'NotebookLM overview', or 'brief me on today's docs'.
- [delegate meeting with assignments](https://6ducklearn.com/skills/delegate-meeting-with-assignments/index.md): Use this when an executive cannot attend a meeting and needs to delegate attendance, assign note-taking, specify a required decision, and assign ownership of follow-up work — all in one email. Trigger when someone says: 'I can't make the meeting', 'delegate the meeting', 'assign someone to attend in my place', or 'draft a meeting delegation email'.